Property Inventory Certification Checklist

Use this check list as a guide to complete all steps in the annual certification process. The certification process may take several days to complete, so please plan accordingly to meet the June 30th deadline.

Checklist

• ☐ Physically verify inventory tags are attached and visible.
• ☐ Department Inventory All Property Report:
  • • ☐ Update the condition of the assets in the Property Inventory System.
    • ☐ Verify the Description, Manufacturer, and Model are correct and email Property Management of updates needed.
• ☐ Items Missing Information Report:
  • • ☐ Verify report is blank for all organization codes under the department.
    • ☐ If missing Serial Number, update in the Property Inventory System.
    • ☐ If missing the Building and Room Location, update in the Property Inventory System.
• ☐ Missing Property Report: (Identified on the Department Inventory report as “Missing” in the Status column)
  • • ☐ Search for assets already on the list. Missing assets remain on inventory for two additional years before being removed by Property Management. If already showing missing, a new form is not necessary.
    • ☐ Report additional assets that were not located with the Missing Property Form in the Property Inventory System.
    • ☐ Assets previously reported missing and have been located, submit the Missing Property Return Form in the Property Inventory System.
• ☐ Stolen Property Report:
  • • ☐ If an asset is determined to have been stolen, complete the Stolen Property Form in the Property Inventory System.
    • ☐ Include copy of the official police report.
• ☐ Offsite Property Form: Verify an Offsite Property form is recorded in the Property Inventory System for mobile assets that move frequently or are being used off campus.
• ☐ Transfers: Verify all pending transfers are processed via the Property Inventory System.
  • • ☐ Accept pending Transfers-In.
    • ☐ Verify pending Transfers-Out are approved by the receiving department.
    • ☐ Process surplus transfers by June 30th and submit the pickup request. Surplus transfers will not cause a delay of departments certifying since pick up from Surplus will not occur after June 30.
• ☐ Trade-In: Verify items used as Trade-Ins are no longer on the department’s inventory. Complete the Trade-In (Remove/Change Status) form in the Property Inventory System.
• ☐ Discovered assets not listed on Department Inventory Report: Email Property Management with asset information.
• ☐ Submit Property Inventory Certification: This may be submitted by the Property Custodian or the Delegate.
• ☐ Approve Property Inventory Certification by Custodian or Delegate in the Property Inventory System.

Helpful Tips

• The Property Inventory System will not allow submission of certifications when assets are missing serial numbers or locations.
• Scanning is available in the Property Inventory System to help expedite certifications.
• Assets that are considered remote or are in restricted areas may be verified by photos. 

Helpful Links